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GEMS Data Management Process Handbook
Asbestos
February 2020
Garrison and EstateManagement System
supporting business, enabling
TABLE OF CONTENTS
Document Administration.............................................................................................5
Document Properties................................................................................................5
Revision History.......................................................................................................5
Reviews....................................................................................................................5
1 Overview of Estate Data Maintenance in GEMS...................................................6
1.1 Introduction.....................................................................................................6
1.2 The GEMS Data Load (GDL) Tool..................................................................6
1.3 Asbestos Data High Level Process and Roles and Responsibilities..............8
2 The Defence Asbestos Register..........................................................................11
2.1 Environmental Factor Management..............................................................11
2.2 GEMS Environmental Factor Record (EFR) ID............................................11
2.3 Estate Business Identifier.............................................................................11
3 Initial Data Assessments and Setup....................................................................12
3.1 Assess Existing Estate Data.........................................................................12
4 Create Asbestos Data Processes.......................................................................13
4.1 Create New Asbestos Records Process.......................................................14
5 Update Existing Asbestos Records.....................................................................16
5.1 Update Asbestos Records Overview............................................................16
5.2 Update Asbestos Records Process..............................................................16
6 Asbestos GDL – User Information.......................................................................19
7 Asbestos GDL Field Descriptions User Guide.....................................................19
8 Contact Information and Useful Links.................................................................21
LIST OF FIGURESFigure 1 – GEMS Information Map..............................................................................6
Figure 2 – Asbestos RACI Diagram.............................................................................8
Figure 3 – Asbestos GDL Process Flow......................................................................9
Figure 4 – Assess Existing Asbestos Data process...................................................12
Figure 5 – Request Estate Data Download Form – Defence Estate Master Data Information Request..................................................................................................13
Figure 6 – Create New Asbestos Record Process Flow............................................14
Figure 7 – Update Existing Asbestos Record Process Flow......................................16
Figure 8 – Yellow Form – Defence Estate Master Data Information Request...........17
Figure 9 – Field Descriptions User Guide Extract......................................................20
Document AdministrationDocument Properties
Objective Number R32504114
Author GEMS Master Data
Document Version 1.2
Status Published
Classification Unclassified
Date of Issue ## Feb 2020
Revision HistoryRevision Date
Author Version No.
Description
01/05/18 Veronica Zauner 1.1 Amended sections 5.2,6.1 & 6.2
10/02/20 Veronica Zauner 1.2 Updated Estate Business Identifiers, ERIM and DDIG to DIAS, removed content that was not applicable and aligned process to current practice. Removed all detailed processes and referred to document on GEMS Gateway
ReviewsName Title Signature Date
Lois Wake Director - GEMS Business Support
1 Overview of Estate Data Maintenance in GEMS1.1 IntroductionThe Garrison Estate Management System (GEMS) is the Defence Estate Information Management system. GEMS is a part of the Defence SAP enterprise system, comprising of many functional modules which integrate with the Defence SAP financial system, ROMAN. This handbook provides relevant information to support Estate Maintenance and Operations Services (EMOS) Contractors to deliver estate information to GEMS. Information contained in this handbook is accessible on the DEQMS website at:
With DRN accesshttp://intranet.defence.gov.au/EstateManagement/lifecycle/EstateDataInformation/Default.asp
With External accesshttp://www.defence.gov.au/estatemanagement/lifecycle/EstateDataInformation/Default.asp
Enquiries regarding GEMS should be directed to the GEMS Support Team via the [email protected] mailbox.
Figure 1 – GEMS Information Map
1.2 The GEMS Data Load (GDL) ToolThe GEMS Data Load Tool (GDL) is integral to the provision of a Bulk Data Maintenance (BDM) capability in Defence SAP within the Defence SAP system landscape. The GDL collects data that describes changes to the physical estate footprint and related data pertaining to the management of the estate (including Hazards and Environmental Factors such as Asbestos). The GDL also provides a capability for Estate Maintenance Operation Services (EMOS) contractors to update Maintenance Plans and Task Lists.
The GDL is an Excel based workbook with multiple tabs. These technical layouts are used to update SAP through the SAP data validation and upload process.
The GDL has been white listed on the Defence network. This means that excel files containing macros are able to be sent across intact to and from Defence email accounts.
Due to interface requirements with different SAP modules in Defence SAP within the Defence SAP landscape, data capture is provisioned across a number of GDL tools.
This handbook provides guidance material on data maintenance for Estate and Equipment.
In Defence SAP, objects are entered into separate GDLs used to upload data into different modules in SAP as follows:
Estate: used to enter single or bulk Estate data (Building, Level, Space, Land Space, Infrastructure, Infrastructure systems, Equipment systems) in Plant Maintenance and Real Estate modules in SAP
Equipment: used to enter single or bulk Equipment data in Plant Maintenance
Business Partners
Task Lists (EMOS only)
Maintenance Plans (EMOS only)
Hazards
Asbestos (Environmental Factor Records)
Environmental Factor Records (including Contaminated Sites, Bushfire, Heritage).
Reference Guides are available for each Business Object and can be accessed through the GEMS Gateway or the Defence SAP Help Portal.
1.3 Asbestos Data High Level Process and Roles and Responsibilities
Asbestos dataEnvironmental Factor Records Comments
Policy owner (DSPA)
Qualified Data
Source(PDS, CFI,
HOTO, others)
EMOS DSPA staff
Regional Officers SDA DEPU DIAS
GEMS Data Team
Who defines information and data requirements? Ultimate accountability A I I C C R I
Who sources the data and completes the appropriate GEMS data upload tool?
Estate Data maintainers – for Asbestos data I R A C I C
How often is data collected and GEMS updated Delivers iaw Policy guidance, I A I C R I
Who transacts in GEMS?Ability to update records, including offline tools, and provision information
IR
(Download – Extract)
A C I C
Who reviews and validates the data before loading?
This review is performed when loading the data into GEMS
I R A C I I
Provide technical support for data entry e.g. when technical issues occur with data loading I R I C I
Develop assurance activities to ensure the integrity of: the asbestos register, survey/re-inspections, Asbestos Hazard Events, Inductions/ Asbestos Safety awareness, ADHOC requests works
A I C C C CR (EU vs
EA tasking)
I
Deliver/undertake assurance activities to ensure the integrity of: the asbestos register, survey/re-inspections, Asbestos Hazard Events, Inductions/ Asbestos Safety awareness, ADHOC requests works and investigations
C I C C A C R I
*R= Responsible, A= Accountable, C = Consulted, I= Informed
Figure 2 – Asbestos RACI Diagram
1.3.1 Request for Asbestos GDL
Figure 3 – Asbestos GDL Process Flow
Note: For all new asbestos records – the finding must first be reported in accordance with Defence policy – the recording in GEMS can occur following make safe activities.
EMOS
Receives completed asbestos GDL
Uploads changes Will return to
requestor if there are errors
Record updated in GEMS
EMOS
Requestor
Receives asbestos GDL Makes necessary
changes (note requirement for
SME input) Reviews data – quality
and conformance Provides to EMOS
EMOS
Review request Extract of Asbestos
record (GDL) Forward to requestor
with guidance
Requestor
Complete yellow form Email to respective
EMOS
EMOS Asbestos GDL Requestor
Asbestos GDL required
1.3.2 Asbestos Roles and Responsibilities Data Supply Management
Role and Function
GEMS Role - Asbestos Manager
This GEMS User role provides access to Create/Maintain/Display Asbestos records. The role has the ability to download and upload Asbestos records via the bulk upload tool. This role is limited to EMOS Asbestos data managers only.
Data Supplier
(Requestor)
For the purpose of this guide the requestor is any person needing to create new asbestos records.The term “supplier” is used as a collective term to refer to the following parties who supply asbestos data for loading to Defence Estate Information Systems.
Supplier – the agency supplying the new data, whether for new records or updates to existing records.The Supplier includes
Estate Works projects - PDS or contractor/sub-contractor;
Capital Facilities & Infrastructure projects - CFI staff, PMCA, HC, MC, Designer, Constructor or Sub-contractor;
Operational Updates – EMOS and other Base Services providers;
Estate Planning – EP staff or consultants; Engineering and Environment Policy - EE staff , EFS
staff, or consultants; Property Services Contractor Estate Data Quality & Assurance – EMOS, Region EFS
Staff; and Estate Appraisal staff (conducted by EMOS)
Directorate Safety
Policy and Assurance
(DSPA)
The authority for E&IG asbestos policy, DSPA define the data requirements as set out in Regulation 430 of the WHS Regulations.
EMOS
EMOS – under the Estate Information Management function in Management Integration & Coordination, the EMOS is required to maintain up to date estate data. This includes the assessment, validation and de-conflicting of new and updated data, undertake download and upload of data into GEMS and upload of data into other Defence Estate Information Systems (eg Objective and NSIMS);
Responsible for data taxonomy, maintaining the Asbestos
GEMS Data Team (GDT)
GEMS Data Load Tool
2 The Defence Asbestos Register2.1 Environmental Factor ManagementAsbestos data is part of the Environmental Factor management function within the Risk Compliance and Environmental Management functional area of Defence SAP. Within Environmental Factor Management there are nine Environmental Factors:
1) Asbestos2) Heritage3) Biodiversity4) Bushfire5) Biosecurity and Overabundant Native Species (BONS)6) Soil7) Contaminated Sites8) Waste9) Resource Management.
2.2 GEMS Environmental Factor Record (EFR) IDThe Defence asbestos register contains a link to associated asbestos documentation, such as work permits, clearance certificates, air monitoring results, survey reports and photos held in Objective. Previously, the Objective folder was labelled with the AHIR ID (legacy identifier), the Objective folder for new records should now be labelled using the Environmental Factor Record (EFR) ID from GEMS. Only records held within the GEMS solution are deemed accepted by Defence as part of the E&IG Asbestos register.
2.3 Estate Business Identifier The Estate Business Identifier (EBI) is the number formerly known as the Unique Estate Identifier. The EBI is the common identifier or number familiar to local personnel and commonly displayed on signs or labels affixed to assets. The EBI is a manually issued identifier that complies with the Spatial Data Management Plan (SDMP) where applicable.
EBI’s are not applicable for the following objects:
Hazards Incidents EFRs (including Asbestos)
3 Initial Data Assessments and Setup3.1 Assess Existing Estate Data
Figure 4 – Assess Existing Asbestos Data process
The first step in the GDL process is to review existing Asbestos data. This is done in order to provide the user with an overview of the existing data and to prevent duplication of objects. This happens regardless of whether the user is creating or updating data and occurs during the project design and planning phase and/or at project commencement. The Contractor/PMCA/PDS must consult with the relevant EMOS on the existing asbestos footprint to analyse existing data. The Contractors will develop an estate information provision plan in consultation with the EMOS including correction and completion of existing data gaps.
3.1.1 Step 1 – Consult with the relevant EMOSResponsibility: CFI Contractors, PMCAs, PDS or Project Directors.When: During the design phase.Actions: Consult with the relevant EMOS and seek their advice on the correct asbestos footprint to request for download.
3.1.2 Step 2 – Request Existing Asbestos FootprintResponsibility: CFI Contractors, PMCAs, PDS or Project Directors.When: At the end of the design phase or commencement of the delivery phase.Actions: Complete the “Request Estate Data Download” Form (see below). Through this form the user will request the correct asbestos footprint as agreed upon at Step 1. The request estate data download form can be downloaded from DEQMS. Complete the request estate data download form including providing a reasonable required by date, noting that large data requests could take up to one week to download. Once complete, send the request estate data download form to the relevant EMOS Mailbox.
Step 1 – Consult with the relevant
EMOS
Step 2 – Request Existing
Asbestos Footprint
Step 3 – Develop an
Estate Information
Provision Plan
Figure 5 – Request Estate Data Download Form – Defence Estate Master Data Information Request
3.1.3 Step 3 – Develop an Asbestos Information Provision PlanResponsibility: CFI Contractors, PMCAs, PDS or Project Directors.When: During the design phase.Actions: Review the downloaded data. Liaise with the EMOS to assess data change requirements including missing or incorrect data on the existing footprint. Develop a data provision plan in consultation with the EMOS for rectification and change of the asbestos information. Prepare the data to create shell records for any new objects using the GDL Tool.
4 Create Asbestos Data ProcessesThe Asbestos GDL tool is used to create new records.
The creation of new asbestos records for Defence Estate items is a two-step process.
1. Request to create asbestos records – When requesting to create asbestos records for the first time, contractors should download the Asbestos GDL Tool blank template from DEQMS. The asbestos data must be recorded in accordance with requirements outlined in the E&IG Asbestos Management Plan (AMP). The completed GDL should be sent directly to the relevant EMOS.
2. The EMOS will review and validate data to ensure it conforms with the standards set by Defence. Once reviewed the data is uploaded to GEMS and an Asbestos EFR is created.
4.1 Create New Asbestos Records Process
Figure 6 – Create New Asbestos Record Process Flow
4.1.1 Step 1 - Obtain GDL template from DEQMSResponsibility: Data Supplier (Requestor).
When: As required
Actions: Requester can obtain a GDL template from the DEQMS website. Separate GDLs must be used for separate Regions consistent with the EMOS footprint.
4.1.2 Step 2 - Enter data in the GDL tool in accordance with the instructions provided for each attribute
Responsibility: Data Supplier (Requestor).
When: HRU and/or non-EMOS contractors undertaking asbestos works on the Defence estate must supply the EMOS contractor with all relevant documentation for uploading to the Defence asbestos register as soon as reasonably possible after obtaining the documents and in all circumstances within 14 days.
Actions: Populate template in accordance with the instructions included in the template or advice given in the Asbestos Management Plan.
4.1.3 Step 3 - Save the GDL tool Responsibility: Data Supplier (Requestor).
When: HRU and/or non-EMOS contractors undertaking asbestos works on the Defence estate must supply the EMOS contractor with all relevant documentation for
uploading to the Defence asbestos register as soon as reasonably possible after obtaining the documents and in all circumstances within 14 days.
Actions: The GDL tool must be saved in accordance with the GDL file naming convention (Project ID_Asbestos_PropertyID_Date_S).
4.1.4 Step 4 - Forward GDL to the correct EMOSResponsibility: Data Supplier (Requestor).
When: HRU and/or non-EMOS contractors undertaking asbestos works on the Defence estate must supply the EMOS contractor with all relevant documentation for uploading to the Defence asbestos register as soon as reasonably possible after obtaining the documents and in all circumstances within 14 days.
Actions: Email the completed GDL Tool to the relevant EMOS.
4.1.5 Step 5 – Review, Validate and Load DataResponsibility: EMOS
When: Upon submission of an asbestos creation request.
Actions: The EMOS will conduct a SAP and business validation of the record. The GDL is then loaded into GEMS to create the Asbestos record. Once complete, the EMOS will download the created records into a GDL spreadsheet and send them to the requestor to advise them of successful creation.
4.1.6 Step 6 - Corresponding Objective Folder Is CreatedResponsibility: EMOS
When: At time of Asbestos record creation.
Actions: EMOS creates a folder in the Objective Estate Management Workgroup that corresponds to the newly created estate items. This will enable future documents relating to the item to be loaded to Objective and linked to the corresponding GEMS Estate Register record. EMOS add the Objective folder link to the relevant record in GEMS.
4.1.7 Step 7 - EMOS Update ObjectiveResponsibility: EMOS
When: Upon receipt of documentation
Actions: EMOS upload Asbestos supporting documentation into the newly created Objective folder and advise the Requestor and HCO of the newly created record.
5 Update Existing Asbestos Records5.1 Update Asbestos Records OverviewThe Asbestos GDL tool is also used to update existing records.
The update of existing Asbestos data for the Defence Estate is triggered by the completion of a ‘Request for Estate Data’ form available on DEQMS.
5.2 Update Asbestos Records Process
Figure 7 – Update Existing Asbestos Record Process Flow
5.2.1 Step 1 – Complete the “Request Estate Data” Form Responsibility: Data Requestor
When: As required
Actions: Requestor completes the Request Estate Data form (yellow form) from DEQMS as per instructions. Asbestos records can be amended or updated in GEMS by downloading data into the GDL for update. Requests for download should be submitted by completing the yellow form (screenshot in figure 5 below) and submitting it to the relevant EMOS mailbox.
Figure 8 – Yellow Form – Defence Estate Master Data Information Request
5.2.2 Step 2 – Download data from GEMS and send downloaded data to the Requestor (PDF or GDL)
Responsibility: EMOS
When: Upon receipt of completed yellow form for Asbestos.
Actions: Asbestos record data can be downloaded and provided to Data Requestor in the appropriate format with instructions for completion and return.
5.2.3 Step 3 - Enter data in the GDL tool in accordance with the instructions provided for each attribute
Responsibility: Asbestos data Supplier including projects, consultant, contractor, EMOS or other supplier of data on new items.
When: HRU and/or non-EMOS contractors undertaking asbestos works on the Defence estate must supply the EMOS contractor with all relevant documentation for uploading to the Defence asbestos register as soon as reasonably possible after obtaining the documents and in all circumstances within 14 days.
Actions: Populated template is amended with changes identified.
5.2.4 Step 4 - Save the GDL toolResponsibility: Asbestos data Supplier including projects, consultant, contractor, EMOS or other supplier of data on new items.
When: HRU and/or non-EMOS contractors undertaking asbestos works on the Defence estate must supply the EMOS contractor with all relevant documentation for uploading to the Defence asbestos register as soon as reasonably possible after obtaining the documents and in all circumstances within 14 days.
Actions: The GDL tool must be saved in accordance with the GDL file naming convention (Project ID_Asbestos_Property ID_Date_U).
5.2.5 Step 5 - Send the completed GDL tool and required documentation to the correct EMOS.
Responsibility: Estate Data Suppliers
When: : HRU and/or non-EMOS contractors undertaking asbestos works on the Defence estate must supply the EMOS contractor with all relevant documentation for uploading to the Defence asbestos register as soon as reasonably possible after obtaining the documents and in all circumstances within 14 days.
Actions: Email the completed GDL Tool and documents to the relevant EMOS.
5.2.6 Step 6 – Review, Validate and Load DataResponsibility: EMOS
When: Upon submission of the asbestos update request.
Actions: The EMOS will conduct a SAP and business validation of the record. The GDL is then loaded into GEMS to update the record. Once complete, the EMOS will download the amended records into a GDL spreadsheet and send them to the requestor to advise them of successful creation.
5.2.7 Step 7 - EMOS Update ObjectiveResponsibility: EMOS
When: If required as part of the update
Actions: EMOS upload Asbestos supporting documentation into the Objective folder pertaining to the asbestos instance being updated and advise the Requestor and HCO of the update completion
6 Asbestos GDL – User InformationThe Asbestos GDL is used to update Asbestos data. Detailed information on how to conduct bulk data maintenance (including create, update and delete) for Asbestos Environmental Factor Record (EFR) data is provided in the Asbestos EFR Bulk Data Maintenance document available on DEQMS.
Asbestos EFR Bulk Data Maintenance
7 Asbestos GDL Field Descriptions User GuideThe Field Descriptions User Guide maps the GEMS fields to each object detailed in the Asbestos GDL which required for creating and updating data. Below is an extract of the guide.
The GDL Field Descriptions – Asbestos can be found on DEQMS.
Figure 9 – Field Descriptions User Guide Extract
8 Contact Information and Useful LinksYou can access further information from the following links:
Asbestos Management Plan DEQMS Estate Information EIG GEMS Support Team: [email protected] EIG GEMS Master Data: [email protected] Directorate of Safety Policy and Assurance (DSPA): [email protected] Directorate of Estate Planning and Upkeep (DEPU):
EMOS Contacts:
EMOS Central West Region - Northern Territory [email protected]
EMOS Central West Region - South Australia [email protected]
EMOS Central West Region - Western Australia [email protected]
EMOS Victoria & Tasmania Region [email protected] EMOS Queensland Region [email protected] EMOS Northern NSW Region [email protected] EMOS Southern NSW Region [email protected]
